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Home My WebLink About23 Utility Relocations Presidents Plaza E-W Parking Lot Improvements 758-14STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: August 26, 2021 PREPARED BY: Randy Bowman, Deputy Director of Public Works REQUEST: Authorize the additional expenditure of up to $572,240 for utility relocations related to President's Plaza East and West Parking Lot Improvements (Project No. 758-14). Recommendation By minute motion, that the City Council, 1) Authorize the additional expenditure of up to $572,240 for utility relocations related to the project; 2) Appropriate $571,977 from the Restricted Capital Project Fund 451 to Account No. 4514692-4400100; and 3) Authorize the City Manager or his designee to take any action and execute any documents, necessary to facilitate utility relocation agreements related to the project. Upon approval of the above actions, funds will be available in Restricted Capital Project Fund Account No. 4514692-4400100. Strategic Plan The improvements to the El Paseo Corridor fulfill priorities identified in the City's Strategic Plan, including the following: Economic Development Priority No. 1: Expand job and business creation opportunities. Action Step: Revitalize Highway 111. Look at creating a possibility of creating a "City Center" atmosphere. To encourage growth and revitalization of the Highway 111 corridor, the City assists in providing large blocks of attractive and efficient public parking within the corridor. Background Analysis To date, the City Council has authorized the following actions for the President's Plaza East and West Improvements project, resulting in a total of $10,089,791 for the project design, construction management, utility relocations, and construction: August 26, 2021 - Staff Report Authorization of Additional Utility Relocation Expenditure Page 2 of 4 • Mav 10. 2018 — Awarded Contract No. C37040 for professional engineering, landscape architecture and utility design services to Dudek of La Quinta, California, in the amount of $606,120. • July 11, 2019 — Selected Alternative 5 for the design of President's Plaza East and West Parking Lot Improvements; and approved Contract No. C37041, Amendment No. 1 to Contract No. C37040 with Dudek, in an amount of $50,000. • October 15, 2020 — Awarded Contract No. C37040B for construction management services to Southstar Engineering of Riverside, California in the amount of $853,960. • January 14, 2021 — Authorized staff to advertise and call for bids for the construction contract; and authorized the Contract Documents to include an early completion incentive. • February 25. 2021 — Ratified and confirmed the Interim City Manager's execution and authorization to enter into necessary agreements for utility relocation; and authorized the expenditure of up to $400,000 for utility relocations. • March 11, 2021 — Awarded Contract No. C37040A to H & H General Contractors, Inc. of Highland, California for President's Plaza East and West Improvements (Project No. 758-14) in the total amount of $7,123,393.00; and approved Amendment No. 2 to Contract C37040 with Dudek of La Quinta, California, for additional design and construction engineering support services in an amount not to exceed $55,975. • Mav 13, 2021 — Authorized City Manager to enter into necessary agreements for utility relocation; authorized the expenditure of up to $250,000 for utility relocations; and approved Amendment No. 3 to Contract C37040 with Dudek of La Quinta, California, for additional design services in an amount not to exceed $37,950. On June 30, 2021, Coachella Valley Water District (CVWD) submitted an invoice to the City in the estimated amount of $572, 240 for water utility relocations required to connect the existing CVWD infrastructure within the public ROW to the new domestic water infrastructure within the project site. More specifically, CVWD is required to relocate 51 meters, install 29 new 1" services, install 19 new 1.5" services, 3 - 2" water services and 2 new fire hydrants with related appurtenances. This work is distinguished from both the utility relocations contemplated in the February 25 and May 13 City Council authorizations, which captured the costs to relocate Charter Communications, Frontier Communications, and Southern California Edison utilities, and the utility construction contained within the project limits. The prior Director of Public Works for the City was responsible for managing the water utility connections with CVWD, including the identification and negotiation of those costs to the City. Due to the abrupt transition in the position, this was not completed. The current project management staff has coordinated with CVWD. The City is required to compensate CVWD for their system modifications to receive the new improvements on the East and West Parking lots. CVWD requires payment of the invoice in full to schedule August 26, 2021 - Staff Report Authorization of Additional Utility Relocation Expenditure Page 3 of 4 and install the required domestic water improvements within the public right-of-way. Fiscal Analysis Staff requests authorization to expend up to an additional $572,240 for utility relocation costs. The CVWD invoice includes $227,240 in fixed costs and $345,000 in estimated costs. If the actual cost to install the improvements is less than the invoice cost, CVWD will refund the remainder to the City. Actual costs in excess of the deposit invoice will be billed to the City, and a funding source may need to be determined at that time if monies are no longer available in the Restricted Capital Project Fund. In 2018, the total Project cost was estimated to be $8.6M. Since that time, we have had several project re-evaluations, re -designs and unexpected utility fees which have resulted in additional costs. The table below explains the original budget, and the various City Council actions and authorizations to date. With City Council approval of the recommended actions, the request for an additional $572,240 for utility relocations will be authorized with an additional appropriation of $571,977 from the Restricted Capital Project Fund 451 to Account No. 4514692-4400100. This action does not affect the General Fund. ITEM AUTHORIZED BUDGET COST Original Budget FY18/19 $8,000,000 Additional Appropriation FY20/21 $740,000 Appropriation Authorized by Council 3/11/21 3/11/2021 $1,200,000 Professional Consulting Service Agreement 5/10/2018 $606,120 C37040 Amendment No. 1 to Agreement C37040 7/11/2019 $50,000 Construction Management Services 10/15/2020 $853,960 Agreement C37040B Authorize Utility Relocation Expenses 2/25/2021 $400,000 Construction Contract C37040A 3/11/2021 $7,123,393 Construction Contingency 3/11/2021 $712,339 Amendment No. 2 to Agreement C37040 3/11/2021 $55,975 Additional Utility Relocation Expenses and 5/13/2021 $150,000 $250,000 Appropriation by Council 5/13/21 Amendment No. 3 to Agreement C37040 5/13/2021 $37,950 Requesting Authorization of Additional Utility $572,240 Relocation Expenses TOTAL PROJECT COST $10,090,000 $10,661,977 EXCESS/(SHORTFALL) $(571,977) August 26, 2021 - Staff Report Authorization of Additional Utility Relocation Expenditure Page 4 of 4 LEGAL REVIEW Approved as to Form DEPT. REVIEW N/A Andy lirestine Robert W. Hargreaves Andy Firestine City Attorney Assistant City Manager FINANCIAL ASSISTANT REVIEW CITY MANAGER Jose/ Lui' Andy _Firestine Espwwa. For Janet M. Moore Director of Finance City Manager: L. Todd Hileman: L. TOO(G{ 1-F%l ewi a v� ATTACHMENT: 1) CVWD Invoice 2) Vicinity Map Andy Firestine Assistant City Manager CITY COUNCILA,C11ON APPROVE/11 DENTET RECEIVED OTHER MEET 4G Doi AYES:inn )K. NOES:.` ABSENT: ABSTAIN: VERIFIED BY: Original on File with City ee, huinktin<«, #Kelly rk's Office COACHELLA VALLEY WATER DISTRICT P.O. BOX 1058, COACHELLA, CALIFORNIA 92236 (760) 398-2651 INVOICE Date: Jun 30, 2021 Subject: PRESIDENT'S PLAZA EAST & WEST, LARKSPUR LN, SAN LUIS REY AVE., PORTOLA AVE, PALM DESERT CITY OF PALM DESERT 73510 FRED WARING DR. PALM DESERT, CA 92260 Project: Project Date: Amount Due: GEO: Planner: TO INSURE PROPER CREDIT, PLEASE RETURN THIS PORTION WITH REMITTANCE AND INCLUDE THE PROJECT ON YOUR CHECK 21-12302 06/24/2021 $572,240.00 05-06-204 SANDRA VILLALOBOS Units CD 29.00 51.00 2.00 3.00 1.00 19.00 9.00 1.00 3.00 4.00 WH RM A6 WL SP WD CI EN D7 GH Fee Type Description 1" WATER SERVICE- COM - 35 RELOCATE METER ONLY 6" FIRE HYDRANT - 35/EST 2" WATER SERVICE- COM - 35 3/4" MTR & 1" SRVC- COM - 35 1 1/2" WATER SERVICE- COM - 35 8" STUB -OUT CONNECTION-35/EST 1" RP BACKFLOW DEVICE - 35 ABANDON WATER MAIN-35/ESTIMATE 8" DBL CK DET CK CMPLT -35/EST Charge Total Amount Amount $3,850.00 $300.00 $15,000.00 $5,150.00 $4,240.00 $4,200.00 $20,000.00 $800.00 $5,000.00 $30,000.00 $111,650.00 $15,300.00 $30,000.00 $15,450.00 $4,240.00 $79,800.00 $180,000.00 $800.00 $15,000.00 $120,000.00 $572,240.00 Subject: PRESIDENT'S PLAZA EAST & WEST, LARKSPUR LN, SAN LUIS REY AVE., PORTOLA AVE, PALM DESERT COACHELLA VALLEY WATER DISTRICT P.O. BOX 1058, COACHELLA, CALIFORNIA 92236 (760) 398-2651 [This page has intentionally been left blank.] 7.00' 6.67' 0 u) N 0 0 co 0000, D0000 0000 D0000 0000S V 16.00' 9.00' 13.67' 4.00' DETAIL 1 SCALE: 1"=10' 7.36' _ 8.36' DETAIL 2 SCALE: 1"=10' 6.67' _ 7.00' 00000 0000 0000C 0000 0000C M 0 13.67' DETAIL 3 SCALE: 1"=10' r 0 v N N CO (O N 0 N CONSTRUCTION NOTES LU INSTALL ACCESSIBLE PARKING, PER DETAIL ON SHEET C-10 PAINT PARKING STALL, PER DETAIL ON SHT. C-10 INSTALL STOP BAR & LEGEND INSTALL THERMOPLASTIC WHITE STRAIGHT ARROW TYPE I, PER CALTRANS STD PLANS NO. A24A INSTALL THERMOPLASTIC WHITE (RIGHT OR LEFT) TURN ARROW TYPE IV, PER CALTRANS STD PLANS A24A .5,011ERT DIAL BEFORE YOU DIG TWO WORKING DAYS BEFORE YOU DIG TOLL FREE r 800-227-2600 A PUBLIC SERVICE BY UNDERGROUND SERVICE ALERT G L A R K S Po U I R L I N ' ,_. I C161.I2�� /L223 N " L224 Q C 160• - BENCHMARK: P.D. #119 (USC&GS N-517 1955) ELEVATION: 224.51 FT. DATUM: NGVD29 LOCATION: 2" BRASS DISC LOCATED AT THE N.E. CORNER OF SAN PABLO AND HYW 111 (NCVD 29) BASIS OF BEARINGS: THE CENTERLINE OF EL PASEO. BEING N89' 44' 35"E, PER MB 21/50-54 C1S9 C173 n s—7 r 7 r�ue—�� L_ `51v^v/N 1-1 I II L121 fi 18' 108.00' 9' YP L108 • 4' TYPP t L4 25C M -J M J C24 C23 L236 L93 C71-- C68 J J 25 4' T'fP ca5 Cgr CO- 0 I L n II IL 1251 nM L8 C67 _1u C- Ls - I HORIZONTAL CONTROL PLAN - WEST SCALE: 1" = 40' \C9 126 I I I AI $W L177 3 0126 227: �':9�' �� tr•�•"s L228 178 •C 12,7 // 1 62.35' 124 0 C127 N 51.96' T s L17� C1 21 L229 L230 TYP — 53 73 -I 90.00' I I -I- II r r L131 L2314_232 HORIZONTAL CONTROL PLAN - EAST SCALE: 1" = 40' ANY MODIFICATION TO THIS PLAN MUST BE APPROVED BY THE CITY PRIOR TO CONSTRUCTION. ENGINEER MARK BY DATE REVISIONS CITY APPR. DATE ENGINEER'S SEAL 201,0F E S SI'uiiiiii,,,i m * qOn nn mn0�\\\\\\\ 414 _CO =c� uj No.69056 EXP. 06-30-20 DUDEK Engineering, Planning, Environmental Sciences and Management Services 78075 Main St., Ste. 203-G La Quinta, CA. 92253 Tel (760) 341-6660 Fax (760) 346-6118 PREPARED UNDER THE DIRECT SUPERVISION OF: CITY PERMIT # CITY ISSUE DATE: CITY OF PALM DESERT DEPARTMENT OF PUBLIC WORKS APPROVED BY: BO CHEN, P.E. CITY ENGINEER R.C.E. 64819 EXP. 6-30-2019 DATE DATE: CHARLES H. GREELY R.C.E. 69056 EXP. 6/30/20 REVIEWED AND RECOMMENDED BY: DATE r-11''�� F 8' 95% DESIGN SUBMITTAL NOT -FOR -CONSTRUCTION PLAN CHECKED BY: CIVIL TRAFFIC LANDSCAPE C42 C45 C43 59 65 L64 L66 L253'` C41 C48 C49 L245 L67 C51 L70 C50 L II LTr L134 —T-- •� rT 44 35. 50' I ll C103 roll 2J 4' L 138- C97 C104 M N J /C169 C96 P. 1 33.33' _ 1; I J 33.24' EF GRAPHIC SCALE 0 4080' SCALE: 1" = 40' CITY OF PALM DESERT PRESIDENT'S PLAZA EAST & WEST PARKING LOT IMPROVEMENTS STRIPING AND HORIZONTAL CONTROL PLAN SHEET c-11 OF SHEETS 14. CITY FILE NUMBER